The Applicant Statuses tab in Workflow Configuration shows the statuses you have set up for Applicants. These statuses can then be used to Create Workflows for applicants. Statuses set up here can also be reported on in the Applicant Status History Report.

The applicant status list shows statuses on the left, with the sub-statuses for each status listed on the right. For each status, the following details are shown:

• Code

• Description

• Status – This indicates whether the status is Live or Dormant. Applicants can only be transitioned onto Live statuses. The status can be changed by editing the status or sub-status, as explained below.

For each sub-status, the code and description are instead shown in a Code: Description format, rather than in separate columns.

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Filtering the Status List

The following searching and filtering options are available by default above the list. Once you have entered the necessary details, press Enter or select the Search icon to run the search and apply your filters.

• Description/Code search

• Status – Here you can restrict the list to either Live or Dormant statuses.

Exporting the Status List

Selecting More shows an option to Export to Excel. Selecting this will generate an Excel Spreadsheet containing the details currently displayed in the list.

Adding a New Status

Selecting Actions > Create New Status from the top-right of the tab will open a window where you can specify the Code and Description for the new status. The Code entered will only be accepted if it is not already used for another applicant status.

Once you have entered these details, select Save to add the new status or Cancel to discard it.

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Adding a New Sub-Status

Each status in the list has a link to Add new Sub-Status. Selecting this will open a window where you can enter the Code and Description for the new sub-status. The Code entered will only be accepted if it is not already used for another applicant status.

Once you have entered these details, select Save to add the new sub-status or Cancel to discard it.

Status Actions

Selecting the … icon by a status or sub-status will show the following options:

• Edit – This will open a window where you can change the Description and Status.

• Delete – This will remove the status from PICSWeb. This should only be done for statuses that have been entered in error. For statuses that have been used, you should change the status to Dormant rather than deleting.

Applicant Workflow Settings

Selecting Actions > Applicant Workflow Settings will open a window where you can set certain defaults and choose which statuses will allow different processing for the applicant. The following options are available:

• Default Workflow – This is the Workflow that will be applied to New Applicants by default.

• Default Status/Sub-Status – This is the status and sub-status that will be applied to New Applicants by default. If you have specified a default workflow, the status chosen here must be included in that workflow.

• Ready for Form Capture Status/Sub-Status – This is the status and sub-status that will be needed for the Sign Up Learner in WebForms option to be available for the applicant.

• Sent for Form Capture Status/Sub-Status – This is the status and sub-status that the applicant will be automatically transitioned onto after being Sent to WebForms.

• Ready to Create a Learner Status – This is the status that will be needed for the Create Learner option to be available for the applicant.

• Imported as Learner Status – This is the status that the applicant will be automatically transitioned onto after being Transferred to a Learner Record.

Once you have made any changes, select Save to confirm them or Cancel to discard them.